Storage Poplar Privacy Policy
This Privacy Policy explains how Storage Poplar collects, uses, stores, and protects personal data of its customers and prospective customers. It applies to all Storage Poplar customers and users of our services in the area in which we operate, regardless of the channel through which you interact with us, including in person, by phone, or through our online services.
We are committed to complying with the General Data Protection Regulation and applicable local data protection laws. We encourage you to read this Privacy Policy carefully to understand how and why we use your personal data and the rights you have in relation to it.
Data Controller
Storage Poplar is the controller of the personal data described in this Privacy Policy. As controller, we determine the purposes and means of the processing of your personal data and are responsible for ensuring that such processing complies with data protection law.
What Data We Collect
We collect and process different categories of personal data depending on how you interact with us and which services you use. The personal data we may collect includes:
Identity and contact details, such as your full name, postal address, billing address, and other basic contact details you provide to us when making an enquiry, booking a unit, or signing a storage agreement.
Account and contract information, such as customer reference numbers, storage unit numbers, contract start and end dates, payment history, and details of services you have purchased from us.
Payment and billing information, such as partial card details or transaction references and invoices, where necessary for processing payments and keeping financial records. We do not store full payment card details when payments are processed by third party payment processors.
Communication data, including records of emails, letters, and notes from conversations with you, as well as copies of documents you provide for identity verification or customer service purposes.
Technical and usage data, where you use our website or online services, such as IP address, browser type and version, access times, pages viewed, and other diagnostic data generated when you visit or interact with our online platforms.
Security and access data collected on site, which may include vehicle registration numbers, entry and exit logs, and closed circuit television recordings to help protect our customers, staff, and property.
How We Collect Your Data
We collect personal data directly from you when you make an enquiry, request a quote, book or use a storage unit, sign a contract, create or update an account, communicate with us, or provide feedback. We may also collect data automatically when you visit our website, for example through cookies or similar technologies used for basic functionality and security purposes.
We may receive limited personal data from third parties where this is necessary, for instance from payment processors confirming that a payment has been made, or from credit reference agencies or debt recovery partners where this is lawful and appropriate.
Lawful Bases for Processing
We process your personal data only where we have a lawful basis to do so under data protection law. Depending on the circumstances, we rely on the following lawful bases:
Contract. We process personal data where it is necessary to enter into or perform a contract with you, such as when we provide storage services, manage your account, take payment, or respond to pre contractual enquiries.
Legal obligation. We process personal data where it is necessary to comply with our legal obligations, for example to maintain accounting records, assist law enforcement when required, or comply with health and safety or security regulations.
Legitimate interests. We process personal data where it is necessary for our legitimate interests, provided that your interests and fundamental rights do not override those interests. These interests include managing and improving our services, securing our premises and systems, recovering debts, and communicating with you about your account or similar services you already use.
Consent. In limited cases we may rely on your consent, for example where we send certain types of marketing communications that are not based on our existing customer relationship. Where we rely on consent, you can withdraw it at any time without affecting the lawfulness of processing based on consent before its withdrawal.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and manage our storage services, including setting up and administering your account, handling bookings and renewals, managing access to units, issuing invoices, and processing payments.
To respond to enquiries, provide customer support, and handle complaints, including confirming your identity where necessary and keeping records of our communications with you.
To manage our relationship with you, including notifying you about changes to our terms, services, or policies, and requesting feedback about your experience as a customer.
To operate and secure our premises, systems, and website, including monitoring access, using security systems such as closed circuit television where applicable, detecting and preventing fraud and misuse, and maintaining network and information security.
To meet our legal and regulatory obligations, such as keeping appropriate business and financial records or responding to lawful requests made by public authorities.
To send you information about products or services that are similar to those you already use, where we are permitted to do so under data protection and marketing laws, and subject to your right to opt out at any time.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with carefully selected third parties where this is lawful, necessary, and subject to appropriate safeguards.
Service providers acting as processors may process personal data on our behalf to support the delivery of our services, such as payment processing providers, information technology and cloud hosting services, customer relationship management systems, maintenance and security contractors, and professional advisers including accountants and legal advisers.
Other third parties may receive personal data where required by law or where necessary to protect our rights or the rights of others. This may include law enforcement agencies, regulatory authorities, courts, and fraud prevention bodies.
Where we use processors, we ensure that they are bound by written contracts that require them to act only on our instructions, keep personal data secure, and comply with applicable data protection laws.
International Transfers
If personal data is transferred outside the European Economic Area or the United Kingdom, we will ensure that appropriate safeguards are in place to protect it, such as standard contractual clauses approved by relevant authorities or equivalent legal mechanisms. Where required, we will provide further information about such transfers on request.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.
Customer contract and billing records are generally kept for a period required by tax and accounting laws after the end of the relevant financial year. Security related data, such as access logs or closed circuit television recordings, is retained for shorter periods, unless it is required for the investigation of an incident or to establish, exercise, or defend legal claims.
When personal data is no longer needed, we take steps to delete it or anonymise it in a secure manner.
Your Data Protection Rights
You have the following rights in relation to your personal data, subject to certain legal conditions and exemptions:
Right of access. You have the right to obtain confirmation as to whether we process personal data about you and, if so, to receive a copy of that data and information about how it is used.
Right to rectification. You have the right to request correction of inaccurate personal data and to have incomplete data completed.
Right to erasure. In certain circumstances, you have the right to request the deletion of your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.
Right to restriction. You have the right to request that we restrict the processing of your personal data in certain situations, such as while we verify its accuracy or assess an objection you have raised.
Right to object. You have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including profiling based on those interests. You also have an absolute right to object at any time to the use of your personal data for direct marketing.
Right to data portability. Where processing is based on consent or on a contract and is carried out by automated means, you have the right to receive the personal data you provided to us in a structured, commonly used, machine readable format and to request that we transmit it to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.
You also have the right to lodge a complaint with a data protection supervisory authority if you believe that your personal data has not been handled in accordance with applicable law. We encourage you to contact us first so that we can try to resolve your concerns.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. When we make changes, we will revise the date of the latest version and, where appropriate, inform you through our usual communication channels. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.
